PROCEEDINGS OF THE BOARD OF COUNTY COMMISSIONERS

MONDAY, AUGUST 9, 1993

The Board of County Commissioners met at 9:00 a.m. in regular session with John Barnett, Director of Planning. Chairman Hotchkiss presided; Commissioner Duvall was present, Commissioner Disney will be out of town today and tomorrow. Also present were: Jill Bennett, Comprehensive Planner; John Pedas, Code Enforcement Officer; Elaine Spencer, Manager Engineering Operations & Planning; and Jeannine Haag, Assistant County Attorney. Recording Clerk, S. Graves.

1. Mr. Barnett stated that the applicants for the Springfield Court Planned Unit Development (#93-MS0285) have requested that the Board table this item until Monday, August 23, 1993.

Chairman Hotchkiss asked if anyone in the audience objected to this tabling. Mr. Garland Lumbard and Mr. Norm Davis voiced their objections because of time and effort involved in notifying the interested parties of the hearings and also commented on the inconvenient time for most people that the hearings are held.

M O T I O N

Commissioner Duvall moved that the Board table the Springfield Court Planned Unit Development until August 23, 1993 at 4:30 p.m., as requested by the applicant.

Motion carried 2 - 0.

Mr. Barnett also requested the Board to table the Devries Alleged Building/Zoning Violation until September 13, 1993 to allow time to determine whether this matter is a building or zoning violation.

M O T I O N

Commissioner Duvall moved that the Board table the Devries Alleged Building/Zoning Violation until September 13, 1993.

Motion carried 2 - 0.

The meeting recessed at 9:15 a.m.

 

BOARD OF EQUALIZATION

The Board of County Commissioners reconvened at 9:20 a.m. as the Board of Equalization to review recommendations from the Board of Referees. Chairman Hotchkiss presided; Commissioner Duvall was present. Also present was Bill Gordon, County Administrator. Recording Clerk, S. Graves.

M O T I O N

Commissioner Duvall moved that the Board approve the recommendations made by the Board of Referees for August 2 and August 5, 1993.

Motion carried 2 - 0.

The meeting adjourned at 9:25 a.m.

TUESDAY, AUGUST 10, 1993

PERSONNEL DEPARTMENT STANDING MEETING

(#299)

The Board of County Commissioners met in general session with Bob Grewell, Director of Finance and Ralph Jacobs, Personnel Director. Chairman Hotchkiss presided; Commissioner Duvall was present and Commissioner Disney was out of town. Also present were: Bill Gordon, County Administrative Officer; Patsy Maroney, Compensation and Benefits Specialist; and, Jodie Boatright, Personnel Department Office Supervisor. Recording Clerk, D. Lord.

I. APPROVAL OF THE PERFORMANCE EVALUATION POLICY CHANGES

Mr. Jacobs reported that the revisions to the Personnel Performance Evaluation Policy were being recommended for adoption in response to requests from the various County departments for more flexibility in the process and the ability to develop their own formats. Mr. Jacobs stated that he had sent the draft policy changes out and reviewed the comments he had received from various department heads. He said that the recommended policy incorporated some of the suggested changes, but that he believed the Personnel Department should retain approval authority over the process and the evaluation formats to ensure departments operated within legal parameters. Commissioner Duvall thanked Mr. Jacobs for seeking and responding to department head suggestions.

 

MOTION

Commissioner Duvall moved that the Board approve the Personnel Department recommended changes to the Personnel Evaluation Policy.

The motion carried 2 - 0.

II. APPROVAL OF THE PERSONNEL POLICIES TO COMPLY WITH THE FAMILY MEDICAL LEAVE ACT AND APPROVAL OF THE CHANGES TO THE SICK LEAVE POLICIES

Mr. Jacobs explained that the reason for the development of policy guidelines for the proposed Family Medical Leave Policy was the need to respond to the Family Medical Leave Act that has become law. He summarized the main points covered in the policy as they relate to the recently released regulations and informed the Board that the policy could be revised early in 1994 when the final regulations for the Act are adopted by the Federal Government. He reviewed the related changes in the sick leave policy that were a result of the development of the Family Medical Leave Policy. The Board wants to issue the changes now, but also wants to give employees an opportunity to comment on the changes and is willing to make changes in those

areas where there is flexibility to do so.

MOTION

Commissioner Duvall moved that the Board approve the new Family Medical Leave Policy and the revision to the Sick Leave Policy and create opportunity for employee input.

The motion carried 2 - 0.

III. DISCUSSION OF A SPECIFIC SET OF EMPLOYEE RECOGNITION PROPOSALS

Mr. Jacobs reviewed the Employee of the Month Award proposal and the Longevity Awards for Employees that were developed by the Employee Recognition Committee. He reminded the Board the 1992 Longevity Recognition for County Employees had not been given while they awaited the development of a county-wide process. Chairman Hotchkiss stated that he supported a county-wide policy rather than each department deciding the procedure to use because of the inequality of budgets and personnel. Mr. Jacobs said the cost of implementation would be less if an overall policy was adopted, and by using county, rather than departmental funds, the costs would be decreased even more.

Ms. Boatright said that the committee had attempted to identify the process that would be most viable while eliminating undue burdens on the various county departments. She reported that she was working with purchasing to develop a bid process for the Longevity Awards.

By consensus, the Board approved implementation of the two employee recognition recommendations of the Employee of the Month Award and the Longevity Recognition for County Employees..

IV. DISCUSSION OF THE EMPLOYEE COMMITTEES

The Board accepted the information provided by Mr. Jacobs of the Employee Committees and took the matter under advisement.

V. DISCUSSION OF PROGRESS ON BENEFITS CONSULTANT RFP

Ms. Maroney explained that the RFP responses for a Benefits Consultant were due on August 10, 1993. The Proposal Evaluation Criteria were scheduled for completion in time for the review by the Committee on Friday, August 13, 1993. She estimated that the recommendation for awarding the contract would be presented to the Board next week.

VI. HEALTH CARE FINANCING ADMINISTRATION DEMAND FOR PAYMENT

Ms. Maroney explained that HCFA (Health Care Financing Administration) had assumed the responsibility for ensuring that Medicare and other Federal insurance programs had not been billed and had not paid claims that should have been paid by private carriers. In the case of Larimer County, HCFA had requested records of specific employees dating back several years, and has subsequently notified the County that since the primary private carrier had not paid, the County would henceforth be responsible for these charges. She said that she had reviewed the claims and determined that most of them were not Larimer County employees at the time of the claims. The total amount that the County may eventually be liable for, in her estimation, would not exceed $4000. She said that the matter was still being negotiated, but she wanted to keep the Board updated on the matter.

VII. SERVICES INVENTORY

Mr. Jacobs stated that he wished to inform the Board that the Services Inventory each department had completed had been turned over to the Personnel Department for collating and development of a final report. He said that he wanted the Board to know that the time factor in this assignment was much greater than originally anticipated.

VIII. UPDATE ON EMPLOYEE ADVISORY COMMITTEES ON DISCIPLINE AND SUGGESTIONS SYSTEM

Mr. Jacobs reported that the committees were continuing to meet and that written reports would be submitted at a later date.

There being no more agenda items, the meeting was recessed at 10:30 a.m.

 

MEETING REGARDING

PLACEMENT ALTERNATIVE COMMISSION AMENDMENT

(#299)

The Board of County Commissioners reconvened in general session at 10:30 a.m. with Doug Keasling, Director of Social Services and Jan Dewitt, Child and Family Services Administrator. Chairman Hotchkiss presided; Commissioner Duvall was present and Commissioner Disney was out of town. Also present was Bill Gordon, County Administrator. Recording Clerk, D. Lord.

Mr. Keasling explained that he and Ms. DeWitt were at the meeting to request an amendment to the Placement Alternative Commission application. The State had informed them that the amount of funding available had been decreased and each application had to be reduced. The amount of reduction for the Larimer County grant was $75,000. He said that the Placement Alternative Commission had approved reducing the grant by that amount and having the cuts, mostly in personnel, transferred and absorbed by IV-E funds, since the staff and services were integrated in focus and service delivery. The impact to the department would be that some positions approved for the current year would not be filled.

MOTION

Commissioner Duvall moved that the amended grant application be approved by the Board.

The motion carried 2 - 0.

The meeting was adjourned at 10:50 a.m.

MEETING WITH ROBERT BURKHARDT

OF THE HONDA SCHOOL IN ESTES PARK

(#298 @ 800)

The Board of County Commissioners reconvened at 2:00 p.m. in regular session with Robert Burkhardt, Head of Eagle Rock School. Chairman Hotchkiss presided; Commissioner Duvall was present. As noted previously, Commissioner Disney is out of town for two days. Also present was Bill Gordon, County Administrator. Recording Clerk, S. Graves.

Mr. Burkhardt provided an update on the Eagle Rock School in Estes Park and informed the Board that September 13, 1993 is the target day for opening with 16 students, which will grow to a maximum of 96 students. Mr. Burkhardt showed slides of the progress of the school to date and noted there will be up to 25 buildings constructed on campus when completed. Mr. Burkhardt stated that before opening, between 12 and 14 million dollars will have been spent and an attempt has been made to use local contractors as much as possible.

Mr. Burkhardt noted that Eagle Rock School will be a year-round residential high school comprised of volunteer students. When the school has reached its full enrollment, half the student body will be boys and half will be girls, half from Colorado and half from outside Colorado, with a balanced number of ethnic groups represented. Students will be taught good values and "Service to Others" will be a top priority. Mr. Burkhardt noted that after the school is open and operating, an annual report will be given to the Board and students will come to the Board and tell what the school means to them.

The meeting adjourned at 2:30 p.m.

WEDNESDAY, AUGUST 11, 1993

ADMINISTRATIVE MATTERS

(#300)

The Board of County Commissioners met at 9:00 a.m. in regular session with Bill Gordon, County Administrator. Chairman Hotchkiss presided; Commissioners Disney and Duvall were present. Also present were: Stacy Hart, Personnel Staffing and Development Specialist; Paul Cooper, Community Corrections Director; Brent Nittman, Youth Services Bureau Program Manager; Lori Schmitt-Helfer, Community Service Program Specialist II; Joni Friedman, Employment and Training Assistant Administrator; Lew Wymisner, ETS Program Support Manager; Don Sandoval, Department of Local Affairs; Rena Mackrill, Human Development Director; Susan Szymanski , Grants Manager; John Barnett, Director of Planning; Bob Keister, Budget Manager; and Ed Stoner, Fort Collins, Inc. Recording Clerk, S. Graves.

1. PRESENTATION OF NACo AWARDS: Two 1993 National Association of Counties (NACo) Achievement Awards were presented: To Stacy Hart for an Employee Development Program and to Brent Nittman and Lori Schmitt-Helfer for a Victim Offender Mediation Program. Each of the recipients briefly described their programs.

2. APPLICATION FOR DEPARTMENT OF LOCAL AFFAIRS FUNDS FOR SUMMIT BIO TECH JOB TRAINING SERVICES: The Board was requested to approve and the Chairman sign a letter to Larry Kallenberger, Department of Local Affairs Executive Director, requesting Impact Assistance Funds in the amount of $140,000 for a County Community Development Project. Mr. Sandoval stated that since the Center for Advanced Technology was not designated in the Larimer County Enterprise Zone because the area did not meet the economic distress requirements of the Statute, and understanding the importance of this site for Fort Collins' economic development agenda, the Department of Local Affairs is offering to provide impact assistance grant funds to offset eligible County costs and allow the County to provide an additional incentive to Summit BioTech. The incentives to Summit BioTech will be provided by Larimer County Employment and Training Services and include On-the-Job training and other services. Mr. Stoner informed the Board that the majority of the positions will be filled by former Vipont employees. It was noted for the record that these funds are Federal monies. Mr. Gordon will work with Mr. Keister and return with a proposal for their approval of actual disbursement of these funds.

 

M O T I O N

Commissioner Disney moved that the Board authorize the Chairman to sign the letter to Mr. Kallenberger requesting Impact Assistance Funds in the amount of $140,000.

Motion carried 3 - 0.

 

3. REQUEST FOR APPROVAL AND SIGNATURE ON THE AMENDED SCOPES OF SERVICE FOR THE ALLOCATION OF THE $20,000 SPECIAL SET-ASIDE FUNDING AS RECOMMENDED BY THE HUMAN RESOURCE COMMITTEE: Ms. Szymanski presented three Amendments to three Scope of Services Agreements for 1993 for Board approval . As designated and approved by the Board on June 29, 1993, Crossroads Safehouse will receive $5,455 to fund the part-time Children's Program Assistant; the Crisis and Information Helpline will receive $3,545 to purchase computer equipment and phone lines; and B.A.S.E. Camp will receive $11,000 as part of the Childcare Collaboration Group for a summer program.

M O T I O N

Commissioner Duvall moved that the Board approve the three Amendments to three Scope of Services Agreements for 1993, as recommended by the Human Resource Committee and Grants Manager, and authorized the Chairman to sign same.

Motion carried 3 - 0.

A93-138 AMENDMENT TO SCOPE OF SERVICES AGREEMENT FOR 1993

BETWEEN THE BOARD OF COUNTY COMMISSIONERS AND

CROSSROADS SAFEHOUSE ($5,455)

A93-139 AMENDMENT TO SCOPE OF SERVICES AGREEMENT FOR 1993

BETWEEN THE BOARD OF COUNTY COMMISSIONERS AND

B.A.S.E. CAMP ($11,000)

A93-140 AMENDMENT TO SCOPE OF SERVICES AGREEMENT FOR 1993

BETWEEN THE BOARD OF COUNTY COMMISSIONERS AND

CRISIS & INFORMATION HELPLINE $3,545)

M O T I O N

Commissioner Duvall moved that the Board go into Executive Session at 9:30 a.m. to discuss negotiations.

Motion carried 3 - 0.

At 10:00 a.m., the Board came out of Executive Session; no action taken.

4. WORKSESSION:

Visitation of Jail: Mr. Gordon read the Statute regarding the Commissioner's duty to make a personal examination of the jail, its sufficiency, and the management thereof during each session. Therefore, the Board asked Mr. Gordon to schedule a time for them to visit the jail and have lunch.

 

5. DOCUMENT REVIEW: The following documents, of a routine nature, were considered by the Board:

M O T I O N

Commissioner Disney moved that the Board approve the Minutes for the week of August 2, 1993, and the Agenda for the week of August 16, 1993, as submitted.

Motion carried 3 - 0.

M O T I O N

Commissioner Disney moved that the Board approve the following miscellaneous documents: Replat of Cameron Estates - Notice Concerning Restriction on Sale of Lots; Wildflower Minor Residential Development - Formerly Kotin MRD (#S-95-92); and the Cdebaca Minor Residential Development Plat.

Motion carried 3 - 0.

LIQUOR LICENSES: Licenses were issued to Nightingales - 6% WITH EXTENDED HOURS - Fort Collins, CO; Casa De Colorado - 6% WITH EXTENDED HOURS - Fort Collins, CO.

County Approval was granted to Gateway Liquor - 6% - Loveland, CO; Sparks General Store - 3.2% - Fort Collins, CO; Dal Rae's High Country Inn - 6% - Red Feather Lakes, CO; The Bix Par T Golf - 6% - Fort Collins, CO; and a Waive of Hearing for Request to Change, Alter, or Modify Premises to an Existing Hotel/Restaurant License for Ptarmigan Club Corporation, 5412 Vardon Way, Fort Collins, CO.

M O T I O N

Commissioner Disney moved that the Board approve the following documents:

A93-141 AGREEMENT CONCERNING ROAD IMPROVEMENTS ON COUNTY

ROAD 18 BETWEEN THE BOARD OF COUNTY COMMISSIONERS

AND HAZEL ALPS (Alps Agreement - Home Supply Ditch - Project #198)

A93-107S RESOLUTION REGARDING THE RELEASE OF RESTRICTION ON

SALE OF LOTS FOR CRYSTAL VIEW SECOND SUBDIVISION

R93-108s FINDINGS AND RESOLUTION CONCERNING THE PLAT OF JENKS

MINOR RESIDENTIAL DEVELOPMENT

R93-109s FINDINGS AND RESOLUTION CONCERNING THE PLAT OF INGLES

MINOR RESIDENTIAL DEVELOPMENT

R93-110s FINDINGS AND RESOLUTION CONCERNING THE AMENDED PLAT

OF FLYNN EXEMPTION

R93-111z FINDINGS AND RESOLUTION CONCERNING THE MASTER PLAN,

REZONING AND WAIVER REQUEST OF FOX HILLS PLANNED

UNIT DEVELOPMENT

R93-112s FINDINGS AND RESOLUTION CONCERNING THE PLAT OF ALLEN

MINOR RESIDENTIAL DEVELOPMENT

R93-113g RESOLUTION ESTABLISHING POLLING PLACES

Motion carried 3 - 0.

The meeting recessed at 11:10 a.m.

 

MEETING WITH JIM STOKES, DIRECTOR OF INFORMATION MANAGEMENT

(#300 @ 2300 & #298 @ 4300)

The Board of County Commissioners reconvened at 1:30 p.m. in regular session with Jim Stokes, Director of Information Management. Chairman Hotchkiss presided; Commissioners Disney and Duvall were present. Also present were: Sue Cottingham, Manager Systems and Programming; George Jones, Manager Computer Operations; Bob Keister, Budget Manager; and Bill Gordon, County Administrator. Recording Clerk, S. Graves.

Mr. Stokes provided an update on the changes taking place in the Information Management Department. Within five years they have gone from a centralized main frame to over 350 P.C.'s in the County. Ms. Cottingham reported that an interdepartmental committee is looking at Geographic Information Systems (GIS) to determine its potential costs and benefits for Larimer County. GIS provides a way to tie data (property owners, voters, sales, property values) to a map and helps in decision making. Because of the expanding role of microcomputers in County departments, a survey of PC users was conducted recently, resulting in an awareness of a growing need for training and support. Mr. Stokes stressed the dire need for space for a training lab for the users of all the PC's in the County..

Ms. Cottingham reported on Local Area Networking and noted there are eight existing networks in the County. Networks are used to link PCs together for sharing data and communicating with other computer systems, including computers in other state and local government agencies. Ms. Cottingham noted that public demand and need for county information is growing, impacting staff resources in departments such as the Assessor, Treasurer, and Clerk and Recorder.

Mr. Stokes stated that the County uses microwave communications for the Sheriff's radio and paging systems, an alternative to telephone "trunk" lines to Loveland and Blue Spruce, and to link the Detention Center to the County mainframe computer. "Fixed" communications systems provide radio communications for the Sheriff, Road and Bridge and Engineering.

Ms. Stokes stated that the County's fixed and microwave communications backup is going out of business, and currently there is no local backup. Another meeting will be scheduled with the Board to discuss this problem further.

The meeting adjourned at 2:30 p.m.

THURSDAY, AUGUST 12, 1993

POLICY WORKSESSION

(#301/302)

The Board of County Commission convened at 9:00 a.m. in a policy worksession with Bill Gordon, County Administrator. Chairman Hotchkiss presided; Commissioners Duvall and Disney were present. Also present were: Myrna Rodenberger, County Clerk and Recorder; Elaine Spencer, Manager of Engineering Operations and Planning; Donna Hart; Assistant to the County Administrator; Brian Woodruff, Environmental Planner for City of Fort Collins; and Kelly Ohlson, Public Trustee. Recording Clerk, D. Lord.

Chairman Hothckiss opened the meeting by reviewing the reasons for scheduling the policy worksession. He said the Board had identified the necessity to meet to discuss policy matters prior to placing them on the agenda for Board action. The Board had agreed that this meeting would be used as forum to discuss matters in more depth than is allowed by the crowded Administrative Matters agenda. Commissioners Duvall and Disney agreed with his characterization of the meeting format.

I. INFORMATION BRIEFING ON ENHANCED EMISSIONS: Commissioner Disney stated that he had requested Brian Woodruff to present an overview of the basis for the development of the Fort Collins State Implementation Plan for Emission Standards for Carbon Monoxide in the Fort Collins area, as he would be requested to cast the vote for the Board when the plan is forwarded to the State.

Mr. Woodruff presented an overview of the Emissions Standards Plan and the companion Enhanced Inspection and Maintenance of Motor Vehicles requirements as they relate to both the citizens and the businesses providing the emission testing over the next seven years. He identified the options and the impact each would have on Larimer County and the cities therein. The final plan is due in the Governor's office by November, 1993 and implementation of the plan is targeted by law for

 

1995. He shared with the Board some other alternatives, such as prohibiting wood burning, the city is investigating to lower the emissions and keep the area within the EPA air quality standards.

II. COMMISSIONER DUVALL'S REPORT ON HEALTH ACCESS MEETING: Commissioner Duvall reported that the major focus of the Health Access Committee is to address the issue of Affordable Health Access for Larimer County residents.

She explained that the committee is very interested in having the Board place an initiative on the ballot in 1994 to determine if the citizens of the County support this program concept. She said that the committee would prefer expending their efforts on educating the public on the provisions of the initiative, rather than on gathering the signatures necessary to place it on the ballot. Chairman

Hotchkiss agreed that having the Board place the issue on the ballot would certainly expedite the process, and would allow the people to express their support or approval of the matter. The Board agreed by consensus that the initiative should be placed on the ballot by resolution.

III. SHOULD THE ENVIRONMENTAL ADVISORY BOARD BE EXPANDED TO INCLUDE 2 MEMBERS FROM THE BUSINESS COMMUNITY? Commissioner Disney reported that he had attended the first meeting of this advisory board and was very impressed with the credentials and commitment of its members in relation to the environmental objectives they were convened to address. He related the input from one of the members that this person owned and operated a business in the city of Fort Collins and was troubled that representation of the business community was even broached as an issue.

Commissioner Disney also shared a letter from representatives of four environmental organizations stating that they would certainly expect to have members representing their particular groups appointed if the Chamber's request was honored. After discussion, the Board agreed that their goal would continue to be that appointments would be based on broad representation of many viewpoints, but would not be agreeable to appointing members in response to any "special interest" criteria.

IV. SHOULD CARE-A-VAN'S REQUEST FOR ADDITIONAL FUNDING BE APPROVED? After a short discussion, it was decided that more information and public input was necessary prior to further consideration. The matter was re-scheduled for decision on August 26, 1993 at 9:00 a.m.

V. SHOULD COUNTY ATTORNEY SERVICES REMAIN A CONTRACT SERVICE OR SHOULD AN IN-HOUSE ATTORNEY BE EMPLOYED?

Chairman Hotchkiss reported that the Board had reached consensus at the Administrative Matters meeting on August 11, 1993 to proceed with outside contracting for the County Attorney.

After discussion the proposed timelines were: Letter of Intent; Issuance of the RFP in January, 1994; Submission deadline for the proposals April or May, 1994; and, Implementation of the contract on July 1, 1994. The letter of intent to contract for attorney services for the County would be sent to all attorneys in the county for their advice and recommendations regarding the RFP process immediately.

I. HOW SHOULD THE COUNTY PARTICIPATE IN LOCAL IMPROVEMENT DISTRICTS: The Board discussed its commitment to the Northeast Fort Collins Business Association to contribute 50% of the costs of road repairs to certain subdivisions in their locale which are contemplating formingan improvement district. Generally, the subdivisions concerned are those which may have been formed before County road standards were established or which met, earlier, less stringent criteria. Other similar subdivisions considering forming improvement districts were interested in determining whether the above commitment could be established as County policy for their subdivisions.

Commissioner Disney stated that it was his opinion that the County had many uses for the available funds, and that he strongly recommended that the policy take into consideration all of the road and bridge needs of the County, as well as future demands that will result from any policy developed.

Chairman Hotchkiss stated that his position was that the Board, not County Staff, should decide on the policy to govern all of the improvement districts, and that the policy must be realistic and balanced.

Discussion also covered the subject of County standards for subdivision roads and what or whether standards were established at the time the subdivisions were developed.

It was agreed that the standing meeting with the County Public Works Division on September 7th would be utilized to discuss this matter in detail before any policy were established.

No action was taken and the meeting was adjourned at 11:00 a.m.

( S E A L )

ATTEST:

 

_______________________________________

COURTLYN W. HOTCHKISS, CHAIRMAN

BOARD OF COUNTY COMMISSIONERS

 

__________________________________

Sherry E. Graves, Deputy County Clerk

 

__________________________________

Dolores E. Lord, Deputy County Clerk